Executive Scheduler and Special Projects Assistant

University of Maine System • Orono, ME

23d • $60,000 - $70,000 • Onsite

About The Position

The Executive Scheduler and Special Projects Assistant manages all aspects of the University of Maine Executive Vice President for Academic Affairs and Provost’s (EVPAA and Provost) calendar and agendas. This position is responsible for complex calendar and travel management, recording, tracking, and responding to incoming requests, meeting coordination, and conference/event arrangements. The Executive Scheduler secures essential information in support of the EVPAA and Provost’s engagements and provides support on special projects as required. In addition, this role provides administrative and scheduling support to the Deputy Provost, Senior Associate Provost, and Associate Provost. This position will anticipate needs and ensure consistent high-quality results in close coordination with the Senior Director of Academic Affairs Operations and Finance.

Requirements

• Typically has the type of training associated with an Associate’s Degree or equivalent combination of experience and experience.
• Typically requires five or more years of progressively complex administrative and scheduling experience supporting senior management.

Nice To Haves

• Proven experience prioritizing and decision-making skills with respect to scheduling and scheduling changes.
• Proficient in G Suite – Google Calendar, Docs, Sheets, Drive, etc.
• Proficient in Microsoft Office applications, including Word, Excel, Outlook, Powerpoint, etc.
• Experience with video meeting software, e.g., Zoom.
• Demonstrated interpersonal skills and experience in providing complex administrative support to a high-profile office with professionalism, diplomacy, efficiency, and confidentiality.
• Excellent verbal and written communication skills, including grammar, spelling, and composition.
• Excellent customer service orientation and conflict resolution skills.
• Demonstrated organizational and time-management skills.
• Experience working in and a desire to work in a dynamic and fast-paced environment.
• Proven ability to effectively manage and prioritize multiple tasks and work under competing priorities.
• Proficient in use of standard office equipment, such as printers, copiers, scanners, etc.
• Ability to work with persons of varying cultures and diversity.
• Work experience in a higher education setting.

Responsibilities

• Manages all aspects of the University of Maine Executive Vice President for Academic Affairs and Provost’s (EVPAA and Provost) calendar and agendas.
• Complex calendar and travel management.
• Recording, tracking, and responding to incoming requests.
• Meeting coordination.
• Conference/event arrangements.
• Secures essential information in support of the EVPAA and Provost’s engagements.
• Provides support on special projects as required.
• Provides administrative and scheduling support to the Deputy Provost, Senior Associate Provost, and Associate Provost.
• Anticipates needs and ensures consistent high-quality results in close coordination with the Senior Director of Academic Affairs Operations and Finance.

Benefits

• Tuition benefits (employee and dependent)
• Comprehensive insurance coverage including medical, dental, vision, life insurance, and short and long term disability
• Retirement plan options

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree